Job Purpose

The Help Desk Coordinator provides proactive administrative and operational support to the Operations Manager, Property Managers, and Assistant Property Managers, ensuring smooth office operations and efficient handling of service requests.

Key Responsibilities

• Manage all incoming helpdesk calls and service requests, ensuring timely resolution.

• Assist end users and service suppliers by responding promptly and coordinating actions.

• Provide administrative support to Operations and Property Managers in line with company policies.

• Sort, distribute, and manage internal and external communications.

• Create, update, and maintain accurate database records.

• Organize and manage Operations Manager diaries for efficient scheduling.

• Maintain and update Standard Operating Procedure (SOP) manuals and document control systems.

• Compile and submit daily, weekly, monthly, quarterly, and annual reports as required.

• Ensure compliance by documenting actions, irregularities, and ongoing needs.

• Monitor and manage office supplies, handling shortages effectively.

• Resolve office-related issues and respond to employee queries promptly.

• Liaise with Operations/Service Managers to oversee support staff (office boys, drivers, cleaners).

• Maintain attendance records, leave applications, HACAP files, and recruitment records.

• Manage tenancy agreements, permits, subscriptions, utility, and communication bills.

• Cover Document Controller responsibilities as needed.

• Perform any other tasks assigned by management.

Key Relationships

Internal: Service partners, HR, Procurement, Finance, IT, Sinyar & Royal Group
External: Vendors, service providers (as required)

Qualifications

• Education: Diploma in any discipline (preferred: Administration).

• Certifications: Professional Certification in Office Management (preferred).

• Experience: Minimum 3 years of hands-on experience in general administration.

Knowledge & Skills

• Knowledge of government/public department processes.

• Proficiency with ERP systems, MS Office Suite, and office equipment.

• Strong organizational and office management skills.

• Excellent communication, planning, and follow-up skills.

• High attention to detail and accuracy.

• Ability to handle confidential and sensitive information.

Core Competencies

• Adaptability & Initiative

• Customer Orientation

• Integrity & Professionalism

• Attention to Detail

• Organization Awareness

• Teamwork & Relationship Building

• Self-Confidence & Interpersonal Understanding

Performance Indicators (KPIs)

• Monthly inventory updates submitted on time.

• SOP Manual updated every 6 months.

• Weekly operations reports delivered for each property.

• Daily and emergency security lists maintained and updated.

• Accurate and timely maintenance of transmittal logs.

Job Challenges

• Managing urgent client-related requests with limited notice.

• Flexibility with working hours, tasks, and responsibilities.